Assistant Trial Coordinator /Judicial Secretary

Do you have court experience and strong administrative skills? If so, consider this unique opportunity to provide secretarial and administrative assistance to the Ontario Court justices, per diem justices, and visiting justices in the city of Guelph and the West Region as well as provide administrative assistance to the Trial Coordinator.
Please Note: This is a Regular, Part-Time Position of 18.13 Hours Per Week

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.
We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.
Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.
We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

You will:
• provide administrative, secretarial and financial support services to the judiciary
• maintain filing systems, judicial library, books and update publications
• respond and resolve inquiries by telephone, in writing and in person regarding the status cases from judiciary, lawyers and the general public
• assist the Trial Coordinator by preparing, distributing, maintaining and updating court lists and court documents
• receive materials prior to pre-trials and trials and ensure that documents are filed according to established rules and procedures
• assist in the preparation of statistical information related to trials, pre-trials
• coordinate judiciary meetings, prepare agendas and meeting minutes, and participate in judicial projects as required

How do I qualify?

Mandatory

• You are able type 50 words per minute
• You have Dictaphone skills to ministry standards (70%)

Courts Knowledge:

• You have knowledge of procedures and practices related to trial coordination in order to liaise between the judiciary and all users of the justice system.
• You are able to acquire knowledge of statutes, rules and regulations (e.g. Criminal Code of Canada, the Courts of Justice Act, Family Law Act and the Rules of Civil Procedure) to respond to inquiries from users of the justice system.

Communication and Interpersonal Skills:

• You demonstrate written communication skills to compose correspondence to lawyers and the public, prepare factual reports for judiciary and draft acknowledgement letters, minutes and requests for information.
• Your oral communications and interpersonal skills enable you to provide explanations of legal office policies, procedures and terminology to the public, and interact with the Supervisor of Court Operations, Crown Attorneys, the judiciary and Trial Coordinator.

Administrative Knowledge and Skills:

• Your knowledge of secretarial and administrative procedures enable you to perform support services such as sorting and distributing mail, ordering office supplies, maintaining filing systems, responding/redirecting enquiries, making travel arrangements, scheduling meetings, etc.
• You can determine appropriate administrative procedures and processes when typing to 50 words per minute and when preparing legal documents and handling correspondence.

Problem-Solving Skills:

• You are able to assess court caseload, identify high volume cases and recommend solutions for trial scheduling conflicts/issues.
• You are able to identify problems causing case delays by monitoring the progress of all cases, backlog, disposition of cases and caseload statistics.

Computer Skills:

• You have knowledge of personal computers and related software such as Microsoft Word, Excel and Quicklaw for scheduling and researching, and produce letters, memos, reports, and legal documents.